Audio-Visual Support Services for University Graduation Ceremonies

A Tender Notice
by EDINBURGH NAPIER UNIVERSITY

Source
Find a Tender
Type
Contract (Services)
Duration
3 year
Value
400K
Sector
MISCELLANEOUS
Published
05 Nov 2025
Delivery
To 07 Dec 2028 (est.)
Deadline
08 Dec 2025 12:00

Concepts

Location

The City of Edinburgh Council's Usher Hall concert hall, Lothian Rd, Edinburgh EH1 2EA

Geochart for 3 buyers and 0 suppliers

3 buyers

Description

The provision of audio-visual support services to Queen Margaret University and Edinburgh Napier University for their Graduation Ceremonies in the City of Edinburgh Council's Usher Hall venue. These include provision of audio-visual equipment, lighting and electrical connections, and the actual filming, display, projection (and potentially live streaming) and archiving of the Graduation ceremonies for the actual graduation audiences and participants, marketing and PR purposes, and historical records.

Total Quantity or Scope

The Universities require the services of specialist audio-visual companies to film, record and near-live webcast their Graduation Ceremonies that take place in The Usher Hall, Edinburgh. This includes the provision, installation and set-up, and post-event removal of the necessary equipment. These services are vital to the performance of the ceremonies, to ensure that these high-profile, prestigious events are captured and broadcast on the day of Graduations for internal and external participants; for marketing and external affairs purposes; and as an historical archived record to be viewed on the Universities' websites for the foreseeable future.

Renewal Options

The contract is scheduled to run for an Initial Period of three years, with optional extensions of 2 X 1 years to be exercised at the Universities' sole discretion. The estimated contract value figure is calculated for a 5-year term.

Award Criteria

Production and post-production facilities and resources 15.0
Account Manager and Account Management, including post-event reviews, dispute resolution, escalation routes and contacts 10.0
Technical Innovation and Sustainability, including energy efficient equipment and ethical supply chain 10.0
Project Plan and event project management 15.0
Methodology, composition and rationale of proposed equipment selection 20.0
Delivery of local value add and social benefits, aimed at UG and PG placements, and possibly CPD for ENU/QMU staff 10.0
PRICE 20.0

CPV Codes

  • 79952000 - Event services
  • 92111210 - Advertising film production

Indicators

  • Bids should cover the whole contract.
  • Renewals are available.
  • Financial restrictions apply.
  • Professional qualifications are sought.
  • Staff qualifications are relevant.
  • Award on basis of price.

Other Information

Bidders must have, or be in a position at the contract commencement to have, approved audio-visual service provider status with the City of Edinburgh Council's Usher Hall venue. The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 27848. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343 Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-pr... A summary of the expected community benefits has been provided as follows: Community Benefits are defined in the Procurement Reform (Scotland) Act 2014 as requirements imposed by a contracting authority— (a) relating to— (i) training and recruitment, or (ii) the availability of sub-contracting opportunities, or (b) which is otherwise intended to improve the economic, social or environmental wellbeing of the authority's area in a way additional to the main purpose of the contract in which the requirement is included. Tenderers are requested to focus their value add and community benefits offers on undergraduate work placements and / or training. (SC Ref:797550)

Reference

Domains